How to write a clear policy document that people actually read

Why do most policy documents fail before anyone reads them?

Your new policy document is sitting unread on someone’s desk under a pile of papers. Sound familiar? Here’s the truth: most policy documents fail because they’re too long and complicated. People are busy. They need clear information they can understand quickly. So here are five keys on how to write a clear policy document that gets read and implemented.

Trick 1: Make your structure work

Think of your favourite news website. The headlines tell you exactly what you’ll learn. The first paragraph gives you the main points. That’s how good policy documents work too. Put your main message up front. Use clear headings that tell readers what’s in each section. Make it easy for busy people to find what they need.

Trick 2: Cut out the extras

Writing a policy document is like packing a suitcase for a weekend trip. Take what you need, leave the rest at home. Every extra word makes your document harder to read. Before you add something, ask yourself: “Does my reader really need to know this?”

Trick 3: Skip the fancy language

Big words and technical terms don’t improve your policy document – they make it harder to understand. Instead of writing “implement the strategic initiative,” write “start the programme.” Instead of “utilize,” write “use.” Simple words work better.

Trick 4: Avoid academic style

Stop writing like you’re trying to impress your old college professor. No one needs five footnotes explaining obvious points. No one wants to read three pages of background before getting to the main point. Get to the point quickly and clearly.

Trick 5: Write for your reader

Before you write, ask yourself: “What does my reader need to know to take action?” Then, give them that information clearly and directly. That’s it. Don’t try to show how much you know about the topic. Focus on what your reader needs.

Key takeaways:

1. Get to the point quickly. Put your main message up front.
2. Keep the reader engaged. Use simple words instead of fancy language.
3. Write what your reader needs to know. Don’t impress them with your knowledge.

Next steps

Do you want to write a clear policy document that motivates people to effect the required change? The Golden Thread helps professionals to write policy documents that get read, understood and used. Contact us to learn more. Plus, check out our 2-hour interactive workshop on How to write an effective policy document. This blog just scratches the surface of what you’ll learn.